Administrative Assistant, Projects

Highlights of the job

We are hiring a full-time temporary Administrative Assistant (Projects) position for up to 11 months working out of Edmonton, AB.

This Administrative Assistant position will work through EPCOR Technologies to provide administrative support for the EPCOR Water Services capital projects teams.

Your day-to-day work will help keep capital projects organized and moving forward. You’ll support project management teams with procurement activities, invoice processing, holdback releases, variance analysis and project close-out. You’ll also help troubleshoot and resolve invoicing issues, create and maintain project SharePoint sites, and coordinate meetings, including scheduling and preparing meeting minutes.

We welcome applications from internal and external candidates. EPCOR employees are encouraged to apply using their '@epcor.com' email address to ensure proper consideration of internal seniority.

What you’d be responsible for

• Providing procurement support for capital projects, including:
  • Preparing Purchase Order and Change Order requisitions
  • Understanding and tracking approval requirements
  • Receiving invoices
  • Reviewing and resolving G/L errors
  • Processing holdback releases
• Supporting month-end capital project variance reporting and processing capital accruals
• Creating, updating and maintaining team and capital project SharePoint sites
• Supporting document management requirements for capital projects
• Developing and documenting administrative procedures and providing feedback to support continuous improvement
• Organizing and documenting capital project and/or HSE meetings
• Providing administrative support during the closure phase of capital projects, including setting up AIS forms and Project Final Reports
• Providing coverage for other project administrative assistants during absences
• Demonstrating a high-performance, disciplined, safe and accountable approach to work, with a focus on innovation, achievement and being easy to do business with
• Performing other administrative duties as assigned

What’s required to be successful

• Grade 12 diploma (or G.E.D. or equivalent) is required
• An administrative diploma is considered an asset
• 4+ years of administrative experience is required
• Experience providing general administrative support, including document and records management
• Experience with financial and/or accounting principles
• Experience with procurement activities and requirements
• Strong computer skills, including proficiency with Microsoft Office applications (Word, Excel, Outlook and PowerPoint), with advanced Excel skills
• Experience creating and maintaining SharePoint sites
• Fast and accurate keyboarding skills are required
• Knowledge of Project Delivery is considered an asset
• Experience with EPCOR’s procurement systems and requirements
• Experience with EPCOR’s Capital Delivery Model is considered an asset
• Experience with Oracle procurement systems is considered an asset
• Experience with purchasing and work order/CMMS systems is considered an asset
• Experience with document management systems is considered an asset
• Experience working in a technical, plant or construction environment is considered an asset

As the successful candidate, you are highly organized and able to manage multiple priorities, meet deadlines and anticipate potential obstacles. You’re comfortable working autonomously, using sound judgment and taking initiative while knowing when to ask questions or seek clarification. You bring strong verbal and written communication skills and take pride in producing clear, accurate and professional work. Your attention to detail and ability to maintain confidentiality will help you provide timely, high-quality administrative support.

Other important facts about this job

Jurisdiction: CSU52

Class: A2

Hours of work: 80 hours biweekly

Wage: Starting at $32.69 per hour 

• Final Wage and Step will be determined at the time of selection and based on a combination of factors as outlined in the Collective Agreement.

To ensure your application is recognized as internal, please apply using your EPCOR email address.

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Please note the following information:

• A requirement of working for EPCOR is that you are at least 18 years of age, successfully attained a high school diploma (GED, or equivalent level of secondary education) and legally entitled to work in Canada. (A copy of a valid work permit may be required.)
• If you are considered for the position, clearance is required on all applicable background checks (which may include criminal, identity, educational, and/or credit) and professional reference checks. Some EPCOR positions require an enhanced level of background assessment, which is dictated by law. These positions require advanced criminal record checks that must also be conducted from time to time after commencement of employment.
• A technical/practical assessment may be administered during the selection process and this exercise will be used as a part of the selection criterion.
• To meet the physical demands required of some positions, candidates must be in good physical condition and willing to work in all weather conditions. Clearance on pre-placement medical and drug and alcohol testing may be required.
• Prior infractions for unsafe driving behaviours will be evaluated and considered for non-selection regardless of current demerits on file.
• If you are required to provide your own personal reliable vehicle: Successful applicants must provide their own vehicles with appropriate insurance in accordance with EPCOR’s Employee Mileage Reimbursement Policy. You will be reimbursed in accordance with EPCOR’s Employee Mileage Reimbursement Policy.
• Use of AI: Our recruitment process may use technology assisted tools, including artificial intelligence, to support application screening and certain assessment steps. All recruitment activities, including hiring decisions, are led by our hiring managers and talent acquisition team.